Alternative text helps people who can’t see the screen to understand what’s important in images and other visuals.

Avoid using text in images as the sole method of conveying important information. If you must use an image with text in it, repeat that text in the presentation. In the alternative text, briefly describe the image and mention the existence of the text and its intent.

When someone who can see reads a slide, they usually read things, such as text or a picture, in the order the elements appear on the slide. In contrast, a screen reader reads the elements of a slide in the order they were added to the slide, which might be very different from the order in which things appear.

To make sure everyone reads the contents in the order you intend, it's important to check the reading order.

People who use screen readers sometimes scan a list of links. Links should convey clear and accurate information about the destination. For example, instead of linking to the text Click here, include the full title of the destination page.

Tip: You can also add ScreenTips that appear when your cursor hovers over text or images that include a hyperlink.

Switch to the View tab and select Grayscale. Visually scan each slide in your presentation for instances of color-coding.

People who are blind, have low vision, or are colorblind might miss out on the meaning conveyed by particular colors.

For example, add an underline to color-coded hyperlink text so that people who are colorblind know that the text is linked even if they can’t see the color. For headings, consider adding bold or using a larger font.

You can also look for text in your spreadsheet that’s hard to read or to distinguish from the background.

Use strong contrast between text and background, so people with low vision can see and use the content. Use dark text on a white or off-white background, or reverse it and use white text on a dark background.

White and black schemes also make it easier for people who are colorblind to distinguish text and shapes.

People who are blind, have low vision, or a reading disability rely on slide titles to navigate. For example, by skimming or using a screen reader, they can quickly scan through a list of slide titles and go right to the slide they want.

Screen readers keep track of their location in a table by counting table cells. If a table is nested within another table or if a cell is merged or split, the screen reader loses count and can’t provide helpful information about the table after that point. Blank cells in a table could also mislead someone using a screen reader into thinking that there is nothing more in the table.

Screen readers also use header information to identify rows and columns.

To find potential issues related to fonts or white space, review your slides for areas that look crowded or illegible.

People who have dyslexia describe seeing text “swim together” on a page (the compressing of one line of text into the line below). They often see text merge or distort.

For people who have dyslexia or have low vision, reduce the reading load. For example, they may benefit from familiar sans serif fonts, such as Arial or Calibri. Avoid using all capital letters and excessive italics or underlines. Include ample white space between sentences and paragraphs.

Make videos accessible to visually impaired and hearing-impaired users.

Subtitles typically contain a transcription (or translation) of the dialogue.

Closed captions typically also describe audio cues such as music or sound effects that occur off-screen.

Video description means audio-narrated descriptions of a video's key visual elements. These descriptions are inserted into natural pauses in the program's dialogue. Video description makes video more accessible to individuals who are blind or visually impaired.

Note: For audio and video content, in addition to alt text, include closed captioning for people who are deaf or have limited hearing.

Tip: To write a good alt text, make sure to convey the content and the purpose of the image in a concise and unambiguous manner. The alt text shouldn’t be longer than a short sentence or two—most of the time a few thoughtfully selected words will do. Do not repeat the surrounding textual content as alt text or use phrases referring to images, such as, "a graphic of" or "an image of."

Add alt text to images

PowerPoint does not automatically generate alt texts for drawn images, such as diagrams or icons. If you want to add an image that is an icon, screenshot, or other image that is not a photograph, you need to add the alt texts manually.

Do one of the following:

Right-click an image and select Edit Alt Text.

Select an image. Select Format > Alt Text.

The Alt Text pane opens on the right side of the slide.

Type 1-2 sentences to describe the image and its context to someone who cannot see it.

Tip: To spell check and correct a word you typed, just right-click the word and select from the suggested alternatives.

Tip: You can also select Generate a description for me to have Microsoft's cloud-powered intelligent services create a description for you. This takes a moment, after which you see the result in the text entry field. Remember to delete any comments Word added there, for example, "Description generated with high confidence."

Add alt text to shapes or SmartArt graphics

Do one of the following:

Right-click an shape or SmartArt graphic and select Edit Alt Text.

Tip: You have to right-click somewhere inside the frame that surrounds the entire shape or SmartArt graphic, not inside one of its parts.

Select a shape or a SmartArt graphic. Select Format > Alt Text.

The Alt Text pane opens on the right side of the slide.

Type 1-2 sentences to describe the shape or SmartArt graphic and its context to someone who cannot see it.

Tip: To spell check and correct a word you typed, just right-click the word and select from the suggested alternatives.

Add alt text to charts

Do one of the following:

Right-click a chart and select Edit Alt Text.

Tip: You have to right-click somewhere inside the frame that surrounds the entire chart, not inside one of its parts.

Select a chart. Select Format > Alt Text.

The Alt Text pane opens on the right side of the slide.

Type 1-2 sentences to describe the chart and its context to someone who cannot see it.

Tip: To spell check and correct a word you typed, just right-click the word and select from the suggested alternatives.

Review or edit automatically generated alt texts in photos

PowerPoint for PC in Office 365 automatically generates alt texts for photos by using intelligent services in the cloud. You can review and edit the autogenerated alt texts.

To open the Alt Text pane, do one of the following:

Right-click an image, and then select Edit Alt Text.

Select an image, Select Format > Alt Text.

In the Alt Text pane, review the description in the text box.

Do one of the following:

To accept the suggested text, close the Alt Text pane and return to the PowerPoint slide.

To change the suggested alt text, type your preferred text in the box. Once you're done, close the Alt Text pane and return to the PowerPoint slide.

Mark visuals as decorative

If your visuals are purely decorative and add visual interest but aren't informative, you can mark them as such without needing to write any alt text. Examples of objects that should be marked as decorative are stylistic borders. People using screen readers will hear that these objects are decorative so they know they aren’t missing any important information.

Note: For audio and video content, in addition to alt text, include closed captioning for people who are deaf or have limited hearing.

Tip: To write a good alt text, make sure to convey the content and the purpose of the image in a concise and unambiguous manner. The alt text shouldn’t be longer than a short sentence or two—most of the time a few thoughtfully selected words will do. Do not repeat the surrounding textual content as alt text or use phrases referring to images, such as, "a graphic of" or "an image of."

Add alt text to images

PowerPoint does not automatically generate alt texts for drawn images, such as diagrams or icons. If you want to add an image that is an icon, screenshot, or other image that is not a photograph, you need to add the alt texts manually.

Do one of the following:

Right-click an image and select Edit Alt Text.

Select an image. Select Format > Alt Text.

The Alt Text pane opens on the right side of the slide.

Type 1-2 sentences to describe the image and its context to someone who cannot see it.

Tip: To spell check and correct a word you typed, just right-click the word and select from the suggested alternatives.

Tip: You can also select Generate a description for me to have Microsoft's cloud-powered intelligent services create a description for you. This takes a moment, after which you see the result in the text entry field. Remember to delete any comments Word added there, for example, "Description generated with high confidence."

Add alt text to shapes or SmartArt graphics

Do one of the following:

Right-click an shape or SmartArt graphic and select Edit Alt Text.

Tip: You have to right-click somewhere inside the frame that surrounds the entire shape or SmartArt graphic, not inside one of its parts.

Select a shape or a SmartArt graphic. Select Format > Alt Text.

The Alt Text pane opens on the right side of the slide.

Type 1-2 sentences to describe the shape or SmartArt graphic and its context to someone who cannot see it.

Tip: To spell check and correct a word you typed, just right-click the word and select from the suggested alternatives.

Add alt text to charts

Do one of the following:

Right-click a chart and select Edit Alt Text.

Tip: You have to right-click somewhere inside the frame that surrounds the entire chart, not inside one of its parts.

The Alt Text pane opens on the right side of the slide.

Type 1-2 sentences to describe the chart and its context to someone who cannot see it.

Tip: To spell check and correct a word you typed, just right-click the word and select from the suggested alternatives.

Add automatically generated alt texts

Save time and add an alt text generated by the system to the object.

To open the Alt Text pane, do one of the following:

Right-click an image, and then select Edit Alt Text.

Select an image, Select Format > Alt Text.

In the Alt Text pane, select Generate a description for me.

In the Make Office work smarter for you dialog, select Turn on.

In the Alt Text pane, review the description in the text box and if necessary, edit the automatic alt text to better suit the content.

Mark visuals as decorative

If your visuals are purely decorative and add visual interest but aren't informative, you can mark them as such without needing to write any alt text. Examples of objects that should be marked as decorative are stylistic borders. People using screen readers will hear that these objects are decorative so they know they aren’t missing any important information.

Note: We recommend only putting text in the description field and leaving the title blank. This will provide the best experience with most major screen readers including Narrator. For audio and video content, in addition to the alt text, include closed captioning for people who are deaf or have limited hearing.

Review or edit automatically generated alt texts in photos

PowerPoint for PC in Office 365 automatically generates alt texts for photos by using intelligent services in the cloud. You can review and edit the autogenerated alt texts.

To accept the suggested text, close the Alt Text pane and return to the PowerPoint slide.

To change the suggested alt text, type your preferred text in the box. Once you're done, close the Alt Text pane and return to the PowerPoint slide.

Add alt text to images

PowerPoint does not automatically generate alt texts for drawn images, such as diagrams or icons. If you want to add an image that is an icon or other image that is not a photograph, you need to add the alt texts manually.

Right-click an image and select Size and Position.

In the Format Picture pane, select Alt Text.

In the text box, type the alt text for the image.

Add alt text to SmartArt graphics

Right-click a SmartArt graphic and select Size and Position.

In the Format Shape pane, select Alt Text and type a description for the graphic.

Tip: Include the most important information in the first line, and be as concise as possible.

Add alt text to shapes

Add alt text to shapes, including shapes within a SmartArt graphic.

Right-click a shape and select Size and Position.

In the Format Shape pane, select Alt Text and type a description for the shape.

Tip: Include the most important information in the first line, and be as concise as possible.

Add alt text to charts

Right-click a chart and select Format Chart Area.

In the Format Chart Area pane, select Size & Properties.

Select Alt Text and type a description for the chart.

Tip: Include the most important information in the first line, and be as concise as possible.

Make hyperlinks, text, and tables accessible

The following procedures describe how to make the hyperlinks, text, and tables in your PowerPoint presentations accessible.

Add hyperlink text and ScreenTips

Select the text to which you want to add the hyperlink, and then right-click.

Select Link. The text you selected displays in the Text to display box. This is the hyperlink text.

If necessary, change the hyperlink text.

In the Address box, enter the description address for the hyperlink.

Select the ScreenTip button and, in the ScreenTip text box, type a ScreenTip.

Tip: If the title on the hyperlink's destination page gives an accurate summary of what’s on the page, use it for the hyperlink text. For example, this hyperlink text matches the title on the destination page: Templates and Themes for Office Online.

To apply the changes, select OK > OK.

Use an accessible slide design

Use one of the included accessible templates to make sure that your slide design, colors, contrast, and fonts are accessible for all audiences. They are also designed so that screen readers can more easily read the slide content.

To find an accessible template, select File > New.

In the Search for Online templates and themes text field, type accessible templates and press Enter.

Use accessible text color

Use the Accessibility Checker to analyze the presentation and find insufficient color contrast. It checks the text in the slides against the following elements:

Page color

Cell backgrounds

Highlights

Text box fill

Paragraph shading

SmartArt fills

Headers and footers

Links

Make slides accessible

The following procedures describe how to make the slides in your PowerPoint presentations accessible.

Use unique slide titles

To restore all placeholders for the selected slide, on the Home tab, in the Slides group, select Reset.

On the slide, type a unique and descriptive title.

Hide a slide title

Make a title invisible on the slide, but still voiced by screen readers.

On the Home tab, in the Drawing group, select Arrange.

In the Arrange menu, select Selection Pane.

In the Selection pane, locate the Title text box, and then click the eye icon next to it.

Set the reading order of slide contents

Use the Selection pane to set the order in which the screen readers read the slide contents. The Selection pane lists the objects on the slide in reverse order. When the screen reader reads this slide, it reads the objects in the reverse order listed in the Selection pane.

On the Home tab, in the Drawing group, select Arrange.

In the Arrange menu, select Selection Pane.

In the Selection pane, to change the reading order, do one of the following:

Drag and drop items to the new location.

Select the item and then select the Up arrow button (Bring Forward) or Down arrow button (Send Backward).

Use built-in slide designs for inclusive reading order

PowerPoint has built-in slide designs that contain placeholders for text, videos, pictures, and more. They also contain all the formatting, such as theme colors, fonts, and effects. To make sure that your slides are accessible, the built-in layouts are designed so that the reading order is the same for people who see and people who use technology such as screen readers.

On the View tab, click Normal.

In the Thumbnail pane, locate the place where you want to add the new slide. Right-click, and select New Slide. Click the new slide to select it.

On the Design tab, expand the Themes gallery, and select the slide layout that you want. PowerPoint automatically applies this layout to the new slide.

Go to the new slide, and add the title and content that you want.

Use captions, subtitles, and alternative audio tracks in videos

PowerPoint 2016 supports the playback of video with multiple audio tracks. It also supports closed captions and subtitles that are embedded in video files.

Currently, only PowerPoint for Windows supports insertion and playback of closed captions or subtitles that are stored in files separate from the video. For all other editions of PowerPoint (such as PowerPoint for Mac or the mobile editions), closed captions or subtitles must be encoded into the video before they are inserted into PowerPoint.

Supported video formats for captions and subtitles vary depending on the operating system that you're using. Each operating system has settings to adjust how the closed captions or subtitles are displayed.

Alternative text helps people who can’t see the screen to understand what’s important in images and other visuals.

Avoid using text in images as the sole method of conveying important information. If you must use an image with text in it, repeat that text in the presentation. In the alternative text, briefly describe the image and mention the existence of the text and its intent.

When someone who can see reads a slide, they usually read things, such as text or a picture, in the order the elements appear on the slide. In contrast, a screen reader reads the elements of a slide in the order they were added to the slide, which might be very different from the order in which things appear.

To make sure everyone reads the contents in the order you intend, it's important to check the reading order.

People who use screen readers sometimes scan a list of links. Links should convey clear and accurate information about the destination. For example, instead of linking to the text Click here, include the full title of the destination page.

Tip: You can also add ScreenTips that appear when your cursor hovers over text or images that include a hyperlink.

To find instances of color-coding, visually scan the slides in your presentation.

People who are blind, have low vision, or are colorblind might miss out on the meaning conveyed by particular colors.

For example, add an underline to color-coded hyperlink text so that people who are colorblind know that the text is linked even if they can’t see the color. For headings, consider adding bold or using a larger font.

You can also look for text in your spreadsheet that’s hard to read or to distinguish from the background.

Use strong contrast between text and background, so people with low vision can see and use the content. Use dark text on a white or off-white background, or reverse it and use white text on a dark background.

White and black schemes also make it easier for people who are colorblind to distinguish text and shapes.

People who are blind, have low vision, or a reading disability rely on slide titles to navigate. For example, by skimming or using a screen reader, they can quickly scan through a list of slide titles and go right to the slide they want.

Screen readers keep track of their location in a table by counting table cells. If a table is nested within another table or if a cell is merged or split, the screen reader loses count and can’t provide helpful information about the table after that point. Blank cells in a table could also mislead someone using a screen reader into thinking that there is nothing more in the table.

Screen readers also use header information to identify rows and columns.

To find potential issues related to fonts or white space, review your slides for areas that look crowded or illegible.

People who have dyslexia describe seeing text “swim together” on a page (the compressing of one line of text into the line below). They often see text merge or distort.

For people who have dyslexia or have low vision, reduce the reading load. For example, they may benefit from familiar sans serif fonts, such as Arial or Calibri. Avoid using all capital letters and excessive italics or underlines. Include ample white space between sentences and paragraphs.

Make videos accessible to visually impaired and hearing-impaired users.

Subtitles typically contain a transcription (or translation) of the dialogue.

Closed captions typically also describe audio cues such as music or sound effects that occur off-screen.

Video description means audio-narrated descriptions of a video's key visual elements. These descriptions are inserted into natural pauses in the program's dialogue. Video description makes video more accessible to individuals who are blind or visually impaired.

For audio and video content, in addition to alt text, include closed captioning for people who are deaf or have limited hearing.

To enable right-click on your Mac, make sure that the Secondary click option is selected in System Preferences.

Tip: To write a good alt text, make sure to convey the content and the purpose of the image in a concise and unambiguous manner. The alt text shouldn’t be longer than a short sentence or two—most of the time a few thoughtfully selected words will do. Do not repeat the surrounding textual content as alt text or use phrases referring to images, such as, "a graphic of" or "an image of."

Add alt text to images

PowerPoint does not automatically generate alt texts for images. If you want to add an image that is an icon, screenshot, or other image that is not a photograph, you need to add the alt texts manually.

Right-click an image.

Select Edit Alt Text.... The Alt Text pane opens on the right side of the slide.

Type 1-2 sentences to describe the image and its context to someone who cannot see it.

Tip: To spell check and correct a word you typed, just right-click the word and select from the suggested alternatives.

Add alt text to shapes or SmartArt graphics

Right-click a shape or SmartArt graphic.

Tip: You have to right-click somewhere inside the frame that surrounds the entire shape or SmartArt graphic, not inside one of its parts.

Select Edit Alt Text.... The Alt Text pane opens on the right side of the slide.

Type 1-2 sentences to describe the shape or SmartArt graphic and its context to someone who cannot see it.

Tip: To spell check and correct a word you typed, just right-click the word and select from the suggested alternatives.

Add alt text to charts

Right-click a chart.

Tip: You have to right-click somewhere inside the frame that surrounds the entire chart, not inside one of its parts.

Select Edit Alt Text.... The Alt Text pane opens on the right side of the slide.

Type 1-2 sentences to describe the chart and its context to someone who cannot see it.

Tip: To spell check and correct a word you typed, just right-click the word and select from the suggested alternatives.

Make visuals decorative

If your presentation has visuals that are purely decorative, you can mark them as such without needing to write any alt text. When a screen reader finds such an image, it simply announces they are decorative, so the user knows they are not missing any information.

Right-click a visual.

Select Edit Alt Text.... The Alt Text pane opens on the right side of the slide.

Note: For audio and video content, in addition to alt text, include closed captioning for people who are deaf or have limited hearing.

Add alt text to images

Add alt text to images, such as pictures and screenshots, so that screen readers can read the text to describe the image to users who can’t see the image.

Right-click an image.

Select Format Picture.

In the Format Picture pane, select Size & Properties.

Select Alt Text and then type a description for the image.

Tip: Include the most important information in the first line, and be as concise as possible.

Add alt text to SmartArt graphics

Right-click a SmartArt graphic.

Select Format SmartArt, and then select Shape Options.

In the Format Shape pane, select Size & Properties.

Select Alt Text and then type a description for the SmartArt graphic.

Tip: Include the most important information in the first line, and be as concise as possible.

Add alt text to shapes

Use the following procedure to add alt text to shapes, including shapes within a SmartArt graphic.

Right-click a shape.

Select Format Shape.

In the Format Shape pane, select Size & Properties.

Select Alt Text and then type a description for the shape.

Tip: Include the most important information in the first line, and be as concise as possible.

Add alt text to charts

Right-click a chart.

Select Format Chart Area.

In the Format Chart Area pane, on the Chart Options tab, select Size & Properties.

Select Alt Text and then type a description for the chart.

Tip: Include the most important information in the first line, and be as concise as possible.

Make hyperlinks, text, and tables accessible

The following procedures describe how to make the hyperlinks, text, and tables in your PowerPoint presentations accessible.

Add hyperlink text and ScreenTips

Select the text to which you want to add the hyperlink, and then right-click.

Select Hyperlink. The text you selected displays in the Text to Display box. This is the hyperlink text.

If necessary, change the hyperlink text.

In the Address box, enter the destination address for the hyperlink.

Select the ScreenTip button and, in the ScreenTip text box, type a ScreenTip.

Tip: If the title on the hyperlink's destination page gives an accurate summary of what’s on the page, use it for the hyperlink text. For example, this hyperlink text matches the title on the destination page: Templates and Themes for Office Online.

To apply the changes, select OK > OK.

Use an accessible slide design

Use one of the included accessible templates to make sure that your slide design, colors, contrast, and fonts are accessible for all audiences. They are also designed so that screen readers can more easily read the slide content.

To find an accessible template, select File > New from Template.

In the Search all templates text field, type accessible templates and press Return.

In the search results, select a suitable template.

Use table headers

Position the cursor anywhere in a table.

On the Table Design tab, select the Header Row check box.

Type column headers.

Format text for accessibility

Select your text.

Select the Home tab.

Use the options for font type, size, style, and color to format your text.

Create bulleted lists

Position the cursor anywhere in your slide.

Select the Home tab.

Select the Bullets button.

Type the text you want for each bullet item in the list.

Create ordered lists

Position the cursor anywhere in your slide.

Select the Home tab.

Select the Numbering button.

Type the text you want for each numbered item in the list.

Make slides accessible

The following procedures describe how to make the slides in your PowerPoint presentations accessible.

Use unique slide titles

To restore all placeholders for the selected slide, on the Home tab, select Reset.

On the slide, type a unique and descriptive title.

Hide a slide title

Make a title invisible on the slide, but still voiced by screen readers.

On the Home tab, select Arrange.

In the Arrange menu, select Selection Pane.

In the Selection Pane, locate the Title text box, and then click the eye icon next to it.

Set the reading order of slide contents

Use the Selection Pane to set the order in which the screen readers read the slide contents. The Selection Pane lists the objects on the slide in reverse order. When the screen reader reads this slide, it reads the objects in the reverse order listed in the Selection Pane.

On the Home tab, select Arrange.

In the Arrange menu, select Selection Pane.

In the Selection Pane, to change the reading order, drag and drop items to the new location.

Use built-in slide designs for inclusive reading order

PowerPoint has built-in slide designs that contain placeholders for text, videos, pictures, and more. They also contain all the formatting, such as theme colors, fonts, and effects. To make sure that your slides are accessible, the built-in layouts are designed so that the reading order is the same for people who see and people who use technology such as screen readers.

On the View tab, click Normal.

In the thumbnail pane, locate the place where you want to add the new slide, and then right-click.

Select New Slide and then select the inserted slide.

On the Design tab, expand the themes gallery, and select the slide layout that you want. PowerPoint automatically applies this layout to the new slide.

Go to the new slide, and add the title and content that you want.

Use captions, subtitles, and alternative audio tracks in videos

PowerPoint 2016 supports the playback of video with multiple audio tracks. It also supports closed captions and subtitles that are embedded in video files.

Closed captions or subtitles must be encoded into the video before it is inserted into PowerPoint. PowerPoint does not support closed captions or subtitles that are stored in a separate file from the video file.

Supported video formats for captions and subtitles vary depending on the operating system that you're using. Each operating system has settings to adjust how the closed captions or subtitles are displayed.

Alternative text helps people who can’t see the screen to understand what’s important in images and other visuals.

Avoid using text in images as the sole method of conveying important information. If you must use an image with text in it, repeat that text in the presentation. In the alt text, briefly describe the image and mention the existence of the text and its intent.

People who are blind, have low vision, or are colorblind might miss out on the meaning conveyed by particular colors.

For example, add an underline to color-coded hyperlink text so that people who are colorblind know that the text is linked even if they can’t see the color. For headings, consider adding bold or using a larger font.

The text in your presentations should be readable in High Contrast mode so that everyone, including people with visual disabilities, can see it well.

For example, use bright colors or high-contrast color schemes on opposite ends of the color spectrum. White and black schemes make it easier for people who are colorblind to distinguish text and shapes.

Screen readers keep track of their location in a table by counting table cells. If a table is nested within another table or if a cell is merged or split, the screen reader loses count and can’t provide helpful information about the table after that point. Blank cells in a table could also mislead someone using a screen reader into thinking that there is nothing more in the table.

Screen readers also use header information to identify rows and columns.

People who have dyslexia describe seeing text “swim together” on a page (the compressing of one line of text into the line below). They often see text merge or distort.

For people who have dyslexia or have low vision, reduce the reading load. For example, they may benefit from familiar sans serif fonts, such as Arial or Calibri. Avoid using all capital letters, and excessive italics or underlines. Include ample white space between sentences and paragraphs.

Make videos accessible to visually impaired and hearing-impaired users

Subtitles typically contain a transcription (or translation) of the dialogue.

Closed captions typically also describe audio cues such as music or sound effects that occur off-screen.

Video description means audio-narrated descriptions of a video's key visual elements. These descriptions are inserted into natural pauses in the program's dialogue. Video description makes video more accessible to individuals who are blind or visually impaired.

Add alt text to images, tables, and shapes

Add alt text to images, tables, shapes and other visual elements, so that screen readers can read the text to describe the element to users who can’t see it.

Select the element, for example, an image.

To open the related tab, for example, the Picture tab, tap the Show Ribbon button
.

Tap Alt Text and type a description for the element. For example, describe the content of the image.

Use an accessible slide design

Use one of the included slide Themes to make sure that your slide design is accessible. Most of the themes are designed for accessible colors, contrast, and fonts. They are also designed so that screen readers can more easily read the slide content.

Select a slide.

To open the Home tab, tap the Show Ribbon button
.

Tap Home > Design.

Tap Themes and then select the theme you want.

Use table headers

Position the cursor anywhere in a table.

To open the Table tab, tap the Show Ribbon button
.

Tap Style Options and then select Header Row.

In your table, type the column headings.

Format text for accessibility

Select your text.

To open the Home tab, tap the Show Ribbon button
.

On the Home tab, select your text formatting options.

Use captions, subtitles, and alternative audio tracks in videos

PowerPoint 2016 supports the playback of video with multiple audio tracks. It also supports closed captions and subtitles that are embedded in video files.

Closed captions or subtitles must be encoded into the video before it is inserted into PowerPoint. PowerPoint does not support closed captions or subtitles that are stored in a separate file from the video file.

Supported video formats for captions and subtitles vary depending on the operating system that you're using. Each operating system has settings to adjust how the closed captions or subtitles are displayed.

See also

Android: Best practices for making PowerPoint presentations accessible

The following table includes key best practices for creating PowerPoint presentations that are accessible to people with disabilities.

What to fix

Why fix it

How to fix it

Include alternative text with all images, shapes, and tables.

Alt text helps people who can’t see the screen to understand what’s important in images and shapes.

Avoid using text in images as the sole method of conveying important information. If you must use an image with text in it, repeat that text in the presentation. In alt text, briefly describe the image and mention the existence of the text and its intent.

People who are blind, have low vision, or are colorblind might miss out on the meaning conveyed by particular colors.

For example, add an underline to color-coded hyperlink text so that people who are colorblind know that the text is linked even if they can’t see the color. For headings, consider adding bold or using a larger font.

The text in your presentations should be readable in High Contrast mode so that everyone, including people with visual disabilities, can see it well.

For example, use bright colors or high-contrast color schemes on opposite ends of the color spectrum. White and black schemes make it easier for people who are colorblind to distinguish text and shapes.

Screen readers keep track of their location in a table by counting table cells. If a table is nested within another table or if a cell is merged or split, the screen reader loses count and can’t provide helpful information about the table after that point. Blank cells in a table could also mislead someone using a screen reader into thinking that there is nothing more in the table.

Screen readers also use header information to identify rows and columns.

People who have dyslexia describe seeing text “swim together” on a page (the compressing of one line of text into the line below). They often see text merge or distort.

For people who have dyslexia or have low vision, reduce the reading load. For example, they may benefit from familiar sans serif fonts, such as Arial or Calibri. Avoid using all capital letters, and excessive italics or underlines. Include ample white space between sentences and paragraphs.

Make videos accessible to visually impaired and hearing-impaired users

Subtitles typically contain a transcription (or translation) of the dialogue.

Closed captions typically also describe audio cues such as music or sound effects that occur off-screen.

Video description means audio-narrated descriptions of a video's key visual elements. These descriptions are inserted into natural pauses in the program's dialogue. Video description makes video more accessible to individuals who are blind or visually impaired.

Add alt text to visuals and tables

The following procedures describe how to add alt text to visuals and tables in your PowerPoint presentations.

Note: For audio and video content, in addition to alt text, include closed captioning for people who are deaf or have limited hearing.

Add alt text to images

Add alt text to images such as pictures and screenshots so that screen readers can read the text to describe the image to users who can’t see the image.

Select an image.

To open the Picture tab, tap the Show Commands button
.

Scroll down to Alt Text, and then tap it.

Type a description for the image.

Tip: Include the most important information in the first line, and be as concise as possible.

Add alt text to shapes

Select a shape.

To open the Shape tab, tap the Show Commands button
.

Scroll down to Alt Text, and then tap it.

Type a description for the shape.

Tip: Include the most important information in the first line, and be as concise as possible.

Add alt text to tables

Tap anywhere within a table.

To open the Table tab, tap the Show Commands button
.

Scroll down to Alt Text, and then tap it.

Type a description for the table.

Tip: Include the most important information in the first line, and be as concise as possible.

Use an accessible slide design

Use one of the included slide Themes to make sure that your slide design is accessible. Most of the themes are designed for accessible colors, contrast, and fonts. They are also designed so that screen readers can more easily read the slide content.

Select a slide.

To open the Home tab, tap the Show Commands button
.

Tap Home > Design.

Tap Themes, and then select the theme you want.

Use table headers

Position the cursor anywhere in a table.

To open the Table tab, tap the Show Commands button
.

Tap Style Options, and then select Header Row.

Tip: When the option is already selected, it’s grayed out.

In your table, type the column headings.

Format text for accessibility

Select your text.

To open the Home tab, tap the Show Commands button
.

On the Home tab, select your text formatting options.

Use captions, subtitles, and alternative audio tracks in videos

PowerPoint 2016 supports the playback of video with multiple audio tracks. It also supports closed captions and subtitles that are embedded in video files.

Closed captions or subtitles must be encoded into the video before it is inserted into PowerPoint. PowerPoint does not support closed captions or subtitles that are stored in a separate file from the video file.

Supported video formats for captions and subtitles vary depending on the operating system that you're using. Each operating system has settings you can use to adjust how the closed captions or subtitles are displayed.

See also

Windows 10 app: Best practices for making PowerPoint presentations accessible

The following table includes key best practices for creating PowerPoint presentations that are accessible to people with disabilities.

What to fix

Why fix it

How to fix it

Include alternative text with all images, shapes, and tables.

Alt text helps people who can’t see the screen to understand what’s important in images and shapes.

Avoid using text in images as the sole method of conveying important information. If you must use an image with text in it, repeat that text in the presentation. In alt text, briefly describe the image and mention the existence of the text and its intent.

People who are blind, have low vision, or are colorblind might miss out on the meaning conveyed by particular colors.

For example, add an underline to color-coded hyperlink text so that people who are colorblind know that the text is linked even if they can’t see the color. For headings, consider adding bold or using a larger font.

The text in your presentations should be readable in High Contrast mode so that everyone, including people with visual disabilities, can see it well.

For example, use bright colors or high-contrast color schemes on opposite ends of the color spectrum. White and black schemes make it easier for people who are colorblind to distinguish text and shapes.

Screen readers keep track of their location in a table by counting table cells. If a table is nested within another table or if a cell is merged or split, the screen reader loses count and can’t provide helpful information about the table after that point. Blank cells in a table could also mislead someone using a screen reader into thinking that there is nothing more in the table.

Screen readers also use header information to identify rows and columns.

People who have dyslexia describe seeing text “swim together” on a page (the compressing of one line of text into the line below). They often see text merge or distort.

For people who have dyslexia or have low vision, reduce the reading load. For example, they may benefit from familiar sans serif fonts, such as Arial or Calibri. Avoid using all capital letters, and excessive italics or underlines. Include ample white space between sentences and paragraphs.

Make videos accessible to visually impaired and hearing-impaired users.

Subtitles typically contain a transcription (or translation) of the dialogue.

Closed captions typically also describe audio cues such as music or sound effects that occur off-screen.

Video description means audio-narrated descriptions of a video's key visual elements. These descriptions are inserted into natural pauses in the program's dialogue. Video description makes video more accessible to individuals who are blind or visually impaired.

Add alt text to visuals and tables

The following procedures describe how to add alt text to visuals and tables in your PowerPoint presentations.

Note: For audio and video content, in addition to alt text, include closed captioning for people who are deaf or have limited hearing.

Add alt text to images

Add alt text to images such as pictures and screenshots so that screen readers can read the text to describe the image to users who can’t see the image.

Select an image.

In the tool bar, tap the Alt Text button.

Type a description for the image.

Tip: Include the most important information in the first line, and be as concise as possible.

Add alt text to shapes

Select a shape.

In the tool bar, tap the Alt Text button.

Type a description for the shape.

Tip: Include the most important information in the first line, and be as concise as possible.

Add alt text to tables

Tap anywhere within a table.

In the tool bar, tap the Alt Text button.

Type a description for the table.

Tip: Include the most important information in the first line, and be as concise as possible.

Use an accessible slide design

Use one of the included slide Themes to make sure that your slide design is accessible. Most of the themes are designed for accessible colors, contrast, and fonts. They are also designed so that screen readers can more easily read the slide content.

Select a slide.

To open the Home tab, tap the More Options button.

Tap Home > Design.

Tap Themes, and then select the theme you want.

Use table headers

Position the cursor anywhere in a table.

To open the Table tab, tap the More Options button.

Tap Style Options, and then select Header Row.

Tip: When the option is already selected, it’s grayed out.

In your table, type the column headings.

Format text for accessibility

Select your text.

To open the Home tab, tap the More Options button.

On the Home tab, select your text formatting options.

Use captions, subtitles, and alternative audio tracks in videos

PowerPoint 2016 supports the playback of video with multiple audio tracks. It also supports closed captions and subtitles that are embedded in video files.

Closed captions or subtitles must be encoded into the video before it is inserted into PowerPoint. PowerPoint does not support closed captions or subtitles that are stored in a separate file from the video file.

Supported video formats for captions and subtitles vary depending on the operating system that you're using. Each operating system has settings you can use to adjust how the closed captions or subtitles are displayed.

Alternative text helps people who can’t see the screen to understand what’s important in images and other visuals.

Avoid using text in images as the sole method of conveying important information. If you must use an image with text in it, repeat that text in the presentation. In the alt text, briefly describe the image and mention the existence of the text and its intent.

People who use screen readers sometimes scan a list of links. Links should convey clear and accurate information about the destination. For example, instead of linking to the text Click here, include the full title of the destination page.

To find instances of color-coding, visually scan the slides in your presentation.

People who are blind, have low vision, or are colorblind might miss out on the meaning conveyed by particular colors.

For example, add an underline to color-coded hyperlink text so that people who are colorblind know that the text is linked even if they can’t see the color. For headings, consider adding bold or using a larger font.

Circle or use animation to highlight information, rather than relying on laser pointers or color.

Add shapes if color is used to indicate status. For example, add a checkmark symbol if green is used to indicate “pass” and an uppercase X if red indicates “fail”.

To find insufficient color contrast, look for slide text that’s hard to read or to distinguish from the background.

The text in your presentations should be readable so that everyone, including people with visual disabilities, can see it well.

For example, use bright colors or high-contrast color schemes on opposite ends of the color spectrum. White and black schemes make it easier for people who are colorblind to distinguish text and shapes.

Avoid using orange, red, and green in your template and text.

Use patterns in graphs, instead of color, to highlight points of interest.

People who use screen readers and other assistive technology hear slide text, shapes, and content read back in a specific order. That’s why it’s a good practice to use the slide layouts in PowerPoint Online, which ensure that content is read in a logical order by screen readers.

People who are blind, have low vision, or a reading disability rely on slide titles to navigate. For example, by skimming or using a screen reader, they can quickly scan through a list of slide titles and go right to the slide they want.

Screen readers keep track of their location in a table by counting table cells. If a table is nested within another table or if a cell is merged or split, the screen reader loses count and can’t provide helpful information about the table after that point. Blank rows and columns in a table could also mislead someone using a screen reader into thinking that there is nothing more in the table.

Screen readers also use header information to identify rows and columns.

To find potential issues related to fonts or white space, review your slides for areas that look crowded or illegible.

People who have dyslexia describe seeing text “swim together” on a page (the compressing of one line of text into the line below). They often see text merge or distort.

For people who have dyslexia or have low vision, reduce the reading load. For example, they may benefit from familiar sans serif fonts, such as Arial or Calibri. Avoid using all capital letters and excessive italics or underlines. Include ample white space between sentences and paragraphs.

Add alt text to images and tables

The following procedures describe how to add alt text to images and tables in your PowerPoint Online presentations.

Note: We recommend only putting text in the description field and leaving the title blank. This will provide the best experience with most major screen readers including Narrator. For audio and video content, in addition to alt text, include closed captioning for people who are deaf or have limited hearing.

Add alt text to images

Select an image.

On the Picture Tools tab, select Format.

Select Alt Text, and then type a description for the image.

Add alt text to SmartArt graphics

Select a SmartArt graphic.

On the SmartArt Tools tab, select Design.

Select Alt Text, and then type a description for the SmartArt graphic.

Add alt text to shapes or embedded videos

Select a shape or video.

On the Drawing Tools tab, select Format.

Select Alt Text and then type a description for the shape.

Add alt text to tables

Place the cursor in a cell of the table.

On the Table Tools tab, select Layout.

Select Alt Text and then type a description for the table.

Make hyperlinks and tables accessible

The following procedures describe how to make the hyperlinks and tables in your PowerPoint Online presentations accessible.

Add hyperlink text

Select the text to which you want to add the hyperlink, right-click, and select Link.

The text you selected displays in the Display text box. This is the hyperlink text.

Tip: If the title on the hyperlink's destination page gives an accurate summary of what’s on the page, use it for the hyperlink text. For example, this hyperlink text matches the title on the destination page: Templates and Themes for Office Online.

In the Address box, type or paste the destination URL.

Select Insert.

Change the text of a hyperlink

Select the text of the hyperlink, right-click, and select Edit Link.

In the Display text box, edit the text you want to appear for the hyperlink.

Select OK.

Use table headers

Position the cursor anywhere in a table.

On Table Tools tab, select Design.

Select Header Row, and then type the column headings in the table.

Make slides accessible

The following procedures describe how to make the slides in your PowerPoint Online presentations accessible.

Use an accessible slide design

Use one of the included accessible themes and templates to make sure that your slide design, colors, contrast, and fonts are accessible for all audiences. They are also designed so that screen readers can more easily read the slide content.

In your browser, go to Office.com, sign in to your account, and open PowerPoint Online.

On the Welcome to PowerPoint page, select More themes.

On the Select a theme page, scroll down to the bottom of the page, and select Explore all themes.

Use a logical reading order

If your slides contain objects that aren’t part of a slide template, you need to arrange them in a logical order. Objects are read in the order you created them, which might not make sense when using a screen reader.

It’s easier to test the reading order in the PowerPoint desktop version because you can rearrange the order of objects in the Selection pane. In PowerPoint Online, you can cut and paste objects to change their order on a slide.

To test the order of objects on a slide, select the object, and then press the Tab key to switch the focus from object to object.

Format text for accessibility

Select your text.

Select the Home tab.

In the Font group, select your formatting options.

Use unique titles for slides

Select a slide without a title.

On the Home tab, select Layout.

In the Slide Layout dialog, select a slide layout that includes title placeholders, and then select Change Layout. The new layout is applied to the slides.

In the title placeholder, type a unique name.

Note: A title doesn’t necessarily have to be visible to be accessible. For example, people who use screen readers hear a slide’s title even if it isn’t visible. In the PowerPoint 2016 desktop version, you can use the Selection pane to turn visibility on or off for titles and other objects on a slide.

Use the Accessibility Checker in PowerPoint Online

Select the Review tab.

Select Check Accessibility.

Review the results in the Accessibility Checker pane. Results are categorized based on the severity of the issue found, as follows:

Errors. Includes content that is very difficult or impossible for people with disabilities to understand.

Warnings. The content is challenging for people with disabilities to understand.

Tips. Tips let you know that, even though people with disabilities can understand the content, it could be better organized or presented to improve their experience.

Fix the issues.

Note: The Accessibility Checker inspects your presentation for all issues that can be fixed in the browser. For a complete inspection, open your presentation in the desktop app and use the desktop Accessibility Checker for Windows or Mac.

See also

Technical support for customers with disabilities

Microsoft wants to provide the best possible experience for all our customers. If you have a disability or questions related to accessibility, please contact the Microsoft Disability Answer Desk for technical assistance. The Disability Answer Desk support team is trained in using many popular assistive technologies and can offer assistance in English, Spanish, French, and American Sign Language. Please go to the Microsoft Disability Answer Desk site to find out the contact details for your region.